Job Description

Supervising Stenographic Secretary

Posted April 24, 2025

Competitive Title

Civil Service Examination Required

Salary Range: $93,805.92 - $104,355.68

THIS IS A PROMOTIONAL POSITION IN THE LINE OF PRINCIPAL CLERK.

DISTINGUISHING FEATURES OF THE CLASS:  The work involves responsibility for performing difficult stenographic and complex clerical work and supervising a number of subordinate clerical staff members. The work entails taking and transcribing minutes of meetings, requires the frequent exercise of independent judgment in giving out information regarding departmental policies and practices, and in planning, implementing and supervising the unit’s clerical staff and its work activities. The work is performed under the general supervision of Senior Distribution Engineer or other administrative staff member receiving detailed instructions only upon work where policies have not been determined. Only unusually important or complicated assignments are checked in detail upon completion. General or direct supervision is exercised over a number of subordinate clerical staff members assigned to the unit. Does related work as required.

TYPICAL WORK ACTIVITIES:

• Plans and supervises the clerical work activities of the assigned staff;
• Takes and transcribes dictation of meeting minutes;
• Attends various meetings regarding work productivity, employee morale, work procedures, etc. and provides input on matters as they relate to/or effect the clerical work unit;
• Trains assigned clerical staff;
• Assists in compiling annual divisional budget and develops necessary supportive data;
• Uses an alphanumeric keyboard to transcribe data, process and extract information from a computer;
• Prepares confidential correspondence and reports for administrators;
• Maintains confidential files, records and prepares reports relating to unit’ s activities;
• Confers with administrators and participates in discussions relating to personnel, purchasing and administrative policies and procedures.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of business arithmetic and English; good knowledge of the organization, function, policies and regulations of the unit to which assigned; working knowledge of sound personnel practices and procedures; ability to take and transcribe at a high rate of speed; ability to plan and supervise the work of others; ability to understand and carry out complex oral and written directions; tact and courtesy in dealing with others; initiative and resourcefulness in the solution of complex clerical problems; neat appearance; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:

A)   Graduation from a regionally accredited or New York State registered two (2) year college or university with an Associate’s degree in Business, Accounting Office Management, Secretarial Science or closely related field, and two (2) years of stenographic clerical experience, at least one (1) year of which must have included supervisory responsibilities; or:

B)   Graduation from high school or possession of a high school equivalency diploma and four (4) years of satisfactory business or office experience, at least two (2) years of which included two (2) years of stenographic clerical experience and one (1) year of which must have included supervisory responsibilities; or:

C)   An equivalent combination of training and experience will be pro-rated toward meeting full time experience requirements.

NOTE:    Verifiable part-time and/or volunteer experience will be pro-rated toward meeting full-time experience requirements

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